MINUTES BRAZORIA COUNTY MUNICIPAL UTILITY DISTRICT NO. 21 July 17, 2017 The Board of Directors (the "Board") of Brazoria County Municipal Utility District No. 21 (the "District") met in regular session, open to the public, on the 17th day of July, 2017, at the offices of Allen Boone Humphries Robinson LLP, 3200 Southwest Freeway, Suite 2400, Houston, Texas, outside the boundaries of the District, and the roll was called of the members of the Board: Delores Jenkins Fatiyauh Jones John Cacolice Renae Medlock Noel DSouza President Vice President Assistant Vice President Secretary Assistant Secretary and all of the above were present, thus constituting a quorum. Also present at the meeting were Christie Leighton of Best Trash; Loren Hughes and Tyler Gordon of S.E.A.L. Security Solutions, LLC ("S.E.A.L."); Bill Ehler and Kane Mudd of LJA Engineering, Inc. ("LJA"); Ethan Springer of Friendswood Development Company ("FDC"); Loren Morales of RBC Capital Markets ("RBC"); Lori Buckner of Myrtle Cruz, Inc.; Breah Campbell of Environmental Development Partners, LLC ("EDP"); Rhonda Patterson of Assessments of the Southwest, Inc. (" ASW"); and Katie Carner and Kim Cannon of Allen Boone Humphries Robinson LLP (" ABHR"). PUBLIC COMMENTS There were no comments from the public. CONSENT AGENDA Director Jenkins offered Board members an opportunity to remove items from the consent agenda for indiviaual discussion. Director Medlock moved to approve all items on the consent agenda, and to direct that, where appropriate, items are filed and retained in the District's official records, including the following: (1) the minutes from the June 19, 2017, regular Board meeting; (2) bookkeeper's report; (3) the tax assessor's report; and (4) reimbursement of eligible expenses from Association of Water Board Directors summer conference, and authorize attendance at the winter conference Director Cacolice seconded the. motion, which carried by unanimous vote. Copies of all reports approved as part of the consent agenda are attached. ITEMS REMOVED FROM CONSENT AGENDA There were no items removed from the consent agenda.
QUARTERLY REPORT FROM BEST TRASH, INCLUDING REPORT ON ANNUAL CPI INCREASE AND ADOPT AMENDED RATE ORDER Ms. Leighton reviewed the Best Trash quarterly report, a copy of which is attached. Ms. Leighton reviewed a letter to the Board regarding the annual CPI increase, a copy of which is attached to the Best Trash quarterly report. She stated that the annual CPI increase is 2.0%, which results in an increased rate for garbage collection of $0.32 per month per connection. Discussion ensued regarding the District's Rate Order. The Board concurred to not amend the Rate Order to incorporate the CPI increase. SECURITY SERVICES, INCLUDING PROPOSALS FOR SUPPLEMENTAL LAW ENFORCEMENT AND SECURITY SERVICES AND CONSIDER TERMINATION OF SERVICE AGREEMENT WITH S.E.A.L SECURITY Ms. Hughes reviewed a report from S.E.A.L., a copy of which is attached. Director DSouza stated that there is graffiti inside the walkway tunnel passage under Savannah Parkway and requested that S.E.A.L monitor that area for activity. Ms. Hughes and Mr. Gordon left the meeting. The Board deferred discussion on the security proposals and the possible termination of the Service Agreement with S.E.A.L. APPROVE SWORN STATEMENT, OFFICIAL BOND AND OATH OF OFFICE OF NEW DIRECTOR Ms. Carner reviewed the Sworn Statement, Official Bond, and Oath of Office for Director DSouza. After review and discussion, Director Cacolice moved that the Board approve the Sworn Statement, Official Bond and Oath of Office and direct that the documents be filed in the official records of the District, and that the Oath of Office be filed with the Secretary of State, as required by law. Director Jones seconded the motion, which carried by unanimous vote. OPEN MEETINGS ACT AND PUBLIC INFORMATION ACT TRAINING REQUIREMENTS Ms. Carner reviewed a memorandum to the newly appointed director regarding the Open Meetings Act and Public Information Act. -2-
ADDITIONAL FINANCIAL AND BOOKKEEPING MATTERS Ms. Buckner stated that Myrtle Cruz is requesting to amend their contract with the District and requested an agenda item for the August meeting to present the proposed amendment. BUDGET FOR JOINT FACILITIES Ms. Buckner reviewed proposed budgets for the District and for the joint water and wastewater treatment facilities for fiscal year end August 31, 2018, copies of which are attached to the bookkeeper's report. Discussion ensued. ENGINEER'S REPORT Mr. Ehler distributed the engineer's report, a copy of which is attached. AUTHORIZE ADVERTISEMENT FOR BIDS FOR THE WASTEWATER TREATMENT PLANT ("WWTP") EXPANSION Mr. Ehler stated that LJA has completed the plans and specifications for the expansion of the WWTP from.50 mgd to.75 mgd. He stated LJA has received approval from all agencies. Mr. Ehler stated he will request authorization to advertise for bids once the demand on the system warrants the expansion. APPROVE PLANS AND SPECIFICATIONS FOR THE REPAIR OF DETENTION POND EROSION AT LAKE 2 Mr. Ehler reviewed the 70% complete plans and specification for repair of the side slopes on lake 2. Director Cacolice inquired about constructing a sidewalk extension of the current sidewalk along lake no. 2, from the front of Savannah Parkway around to the playground area to make a compete loop around lake no. 2 Mr. Ehler stated he would present an estimate at the next meeting. REVIEW BIDS AND AWARD CONTRACT FOR WATER PLANT HYDRO PNEUMATIC AND GROUND STORAGE REHABILITATION Mr. Ehler stated LJA has completed the plans and specifications and will bid the project later this summer. PAY ESTIMATES AND CHANGE ORDERS FOR IMPROVEMENTS FOR WWTP ACCESS ROAD Mr. Ehler stated DVL Enterprises is the contractor for the access road project. He stated the final completion date is expected to be August 25, 2017. Mr. Ehler recommended and requested (1) approval of a revised materials te~ting proposal from -3-
Terracon in the amount of $12,606.00, (2) authorization to execute a service agreement with Terracon for same and, (3) approval of Pay Estimate No. 1 in the amount of $21,048.30 payable to DVL Enterprises, LLC. PAY ESTIMATES, CHANGE ORDERS FOR THE REVERSE OSMOSIS EQUIPMENT Mr. Ehler stated that WWT ~s the equipment supplier for the reverse osmosis project. He stated the equipment will be fully operational in two to three weeks. PAY ESTIMATES, CHANGE ORDERS FOR THE GENERATOR FOR REMOTE WATER WELL Mr. Ehler stated the contractor for this project is McDonald Municipal & Industrial ("MM&I"). Mr. Ehler recommended and requested approval of Pay Estimate No. 5 in the amount of $13,866.30 payable to MM&I. PAY ESTIMATES, CHANGE ORDERS, AND/OR FINAL ACCEPTANCE FOR WATER PLANT EXPANSION Mr. Ehler stated the contractor for this project is Bussel & Sons, LLC., and includes the construction of a ground storage tank, new booster pump, hydro-tank and associated equipment. Mr. Ehler presented and recommended approval of Pay Estimate No. 5 in the amount of $32,760.00 payable to Bussel & Sons, LLC. PAY ESTIMATES, CHANGE ORDERS, AND/OR FINAL ACCEPTANCE FOR THE CONSTRUCTION OF THE REVERSE OSMOSIS SYSTEM Mr. Ehler stated the contractor for this project is JTR Constructors (JTR"). He stated the notice to proceed was issued on December 20, 2016, and the final completion date is currently scheduled for mid-august. Mr. Ehler recommended and requested approval of Pay Estimate No. 6 in the amount of $46,993.50 payable to JTR. Following review and discussion, Director Medlock moved to approve the engineer's report and, based on the engineers recommendation to approve: (1) the revised proposal from Terracon for materials testing related to the access road project, in the amount of $12,606.00; (2) and authorization to execute a service agreement for same; (3) Pay Estimate No. 1 in the amount of $21,048.30 payable to DVL Enterprises, LLC.; (4) Pay Estimate No. 5 in the amount of $13,866.30 payable to MM&I; (5) Pay Estimate No. 5 in the amount of $32,760.00 payable to Busse! & Sons, LLC.; and (6) Pay Estimate No. 6 in the amount of $46,993.50, payable to JTR Constructors. Director Cacolice seconded the motion, which carried by unanimous vote. -4-
REVIEW PROPOSAL FOR DRAINAGE CHANNEL INLET PIPE REPLACEMENT Mr. Ehler stated that N.J. Services will submit proposals for the repair of the inlet pipe at the August Board meeting. DISCUSS POSSIBLE INTERCONNECT WITH BRAZORIA COUNTY MUNICIPAL DISTRICT NO. 29 ("BC MUD 29") Mr. Ehler stated that an adequate pressure flow test on the BC MUD 29 water system lines has not yet been completed. DEEDS, EASEMENTS, AND PHASE I ENVIRONMENTAL ASSESSMENT PROPOSAL The Board did not have any deeds and easements at this time. UTILITY COMMITMENT REQUESTS The Board did not receive any utility commitment requests at this time. OPERATION OF DISTRICT FACILITIES Ms. Campbell reviewed the operator's report for the month of June, a copy of which is attached. Ms. Campbell said that the ratio of water billed versus water produced for June was 98.9%. plant. Ms. Campbell reported on repairs and maintenance at the WWTP and the water Ms. Campbell reported on water quality monitoring tests. Ms. Campbell reported on the replacement of the hatches on the GST and stated the repair in is process.. Ms. Campbell updated the Board on the motor failure at lift pump no. 2 at lift station no. 1. She stated EDP has submitted an insurance claim for the pump and the replacement is in process. Ms. Campbell stated the annual commercial meter tests have been completed and the report is attached to the operator's report. Ms. Campbell stated the bill payment coupons will have a new mailing address for Lockbox at Compass Bank. She stated there will be an insert in the next few months of utility bills notifying residents of the new address. Ms. Campbell stated the Consumer Confidence Report has been filed with the Texas Commission on Environmental Quality and was rn.ailed to customers on June 20th. -5-
Ms. Campbell stated that the automatic transfer switch at the remote water well needs to be replaced. She requested Board approval to replace the switch at an estimated cost of $5,858.00. Ms. Campbell requested that the Board approve the current write off list containing 14 accounts, totaling $2,890.01 deemed uncollectable, a copy of which is attached to the operator's report and to submit same to a collections agency. UPDATE ON CONVERSION OF STREET LIGHTS TO LED BULBS, INCLUDING APPROVE LED STREET LIGHT INSTALLATION AGREEMENT Ms. Carner updated the Board on the installation of LED bulbs in the street lights. She presented and reviewed the Installation Agreement ("Agreement") with CenterPoint. Discussion ensued regarding provisions in the Agreement regarding charges for the bulb replacements. The Board concurred to table the Agreement with CenterPoint until further discussions with CenterPoint. After discussion, Director Medlock then moved to (1) approve the operator's report, (2) authorize EDP to replace the automatic transfer switch at the remote water well for an estimated cost of $5,858.00, and (3) approve the current write off list of 14 accounts from October of 2016 through March 2017, totaling $2,890.01. Director DSouza seconded the motion, which carried by unanimous vote. TERMINATION OF WATER AND SEWER SERVICE Ms. Campbell presented a list of delinquent utility service accounts. She advised the Board that all of the accounts on the list had been given written notification, in accordance with the District's Rate Order, of the opportunity to appear before the District's Board of Directors, either in person or in writing, to explain, contest, or correct their bills and to show why utility service should not be terminated for reason of nonpayment. Ms. Campbell noted that the accounts in question had neither contacted her office nor had appeared at the Board meeting concerning their bills. Following discussion, Director Medlock moved to authorize termination of utility service to said accounts and direct that the list of delinquent utility services accounts be filed appropriately and retained in the District's official records. Director Jones seconded the motion, which carried by unanimous vote. STORM WATER MANAGEMENT There was no discussion on this matter. -6-
REPORT ON LAKE MANAGEMENT AND MAINTENANCE, INCLUDING UPDATE ON OWNERSHIP OF FOUNTAIN ELECTRICITY METERS AND PAYMENT OF ELECTRICITY BILLS Ms. Carner stated the Board previously authorized reimbursement to the Lakes of Savannah South Community Association (the "HOA") for payment of the electricity bills for the fountain meters until the new District account becomes active. She stated since the last Board meeting, the HOA has paid $717.85 for the fountain meters. She stated that the reimbursement in the amount of $717.85 was approved as part of the bookkeeper's report and the District's account is now active. REPORT ON LEGISLATIVE MATTERS Ms. Carner distributed and reviewed the Capitol Report regarding current legislative matters. CONVENE IN EXECUTIVE SESSION FOR CONSULTATION WITH ATTORNEY REGARDING ANY PENDING OR CONTEMPLATED LITIGATION OR SETTLEMENT OFFERS The Board convened in Executive Session at 2:17 p.m. to conduct a private consultation with the attorney regarding pending or contemplated litigation or settlement offers. Ms. Carner and Ms. Cannon also were present. RECONVENE IN OPEN SESSION AND AUTHORIZE APPROPRIATE ACTION REGARDING CONTEMPLATED LITIGATION, OR A SETTLEMENT OFFER The Board reconvened in open session at 2:32 p.m. FIRE STATION NO. 6, INCLUDING PROPOSAL FROM CITY OF PEARLAND Following discussion, Director Medlock moved to authorize ABHR to negotiate the fire protection service fees with the City of Pearland staff, as discussed. Director Cacolice seconded the motion, which carried by unanimous vote. There being no further business to come before the Board, the Board concurred to adjourn the meeting. (SEAL) -7-
LIST OF ATTACHMENTS TO MINUTES Minutes Page Tax Assessor's Report... l Engineer's Report... 1 Operator's Report... 1 Best Trash quarterly report and annual CPI increase notification letter....2 Report from S.E.A.L... 2-8-